Step 5: Appendices and References

Transcription

1 Step 5: Appendices and References This PDF explains Step 5 of the step-by-step instructions that will help you correctly format your ETD to meet UCF formatting requirements. UCF has a number of requirements related to APPENDICES, including the need for descriptive titles and buffer pages. Step 5 will walk you through proper APPENDIX formatting; it will also walk you through proper REFERENCES formatting. Provided you use the format consistently and accurately throughout, UCF allows you to use any particular reference style guide you choose, including APA, MLA, Chicago, IEEE, Turabian or a journal format. However, in all cases, you should choose one consistent style of spacing for reference entries: 1) Single-space references with an extra single-space between citations; OR 2) Double-space references with no extra space between entries. The following help file offers instructions on how to create the hanging indent which is preferred. Please Note: This is NOT a guide to use of individual reference styles, like APA or MLA. Please consult the University Writing Center, the UCF Library or your style guide for help. 1

2 APPENDICES Creating an APPENDIX Buffer Page UCF requires that each APPENDIX have its own buffer page. A buffer page is a page that displays just the APPENDIX title at the top and page number at the bottom; the appendix content is then inserted on the next page. You can think of a buffer page as a title page for the appendix content. Here is an example of what a buffer page should look like: To set up a buffer page and your appendix content page, you ll need to insert a page break after your last chapter/major section first. Go to the last page of content before your REFERENCES section (the appendices should be before the references). Place your cursor after the content. Find the Page Layout tab. Select Breaks. 2

3 A drop-down menu will appear when you click on Breaks. Under Page Breaks, select Page. Follow the same steps (Page Layout>Breaks>Page Break) to add a blank page for the actual appendix content. Also use these steps to add additional buffer pages and appendices, if needed. Remember, your REFERECES section should follow all appendices. 3

4 Adding the Heading on the Buffer page On the new page you just created after your final chapter, type the heading APPENDIX (and letter if you have more than one APPENDIX) and then a short descriptive title for your APPENDIX content. Remember to use the Caps Lock key to type the heading. Apply the heading 1 style to the title you just typed. After typing the title, hit Enter one time. If you decide to stack the title, make sure to single-space it in the following manner: APPENDIX A: IRB APPROVAL LETTER When stacking the lines of the appendix title, ensure that you use a soft break between the two lines of the heading (hold the Shift key at the same time as hitting the Enter key). A soft break will ensure that the two lines of the appendix title do not appear as two separate entries in the table of contents and bookmarks. Inserting Scanned Pictures If you need to insert your IRB letter, survey instruments, permission letters, or any other appendix content that you have scanned or saved, be sure these files are JPEGs or one of the other acceptable file formats within your ETD. Please reference the Thesis and Dissertation manual (listed under Acceptable file formats ) if you re not sure about file types. To insert a picture: Find the blank page immediately after your APPENDIX buffer page and place your cursor at the top of the page. If you haven t already done so, check to be sure this line is not formatted as a Heading style. In the Home tab, you will see a section of the ribbon called Styles. In the lower right-hand corner of this section you will see a little diagonal arrow. Click on the arrow to bring up the Styles menu. The blank line should display as Normal. If you leave this section formatted as a heading style, it will later appear in the PDF bookmarks when it shouldn t. If it is formatted as a heading style, put your cursor on the line and click on Normal. Now go to the Insert tab. Select Picture. 4

5 It will automatically bring up a dialog box for you to select the picture you want to insert. Find your image, then hit Insert. Your picture has been inserted. Verify that your image meets existing margin requirements and shares formatting with other like images in the APPENDICES. You may need to adjust the size of the image by clicking one corner of the image and dragging inward until it is the desired size. Next, you should update the TABLE OF CONTENTS to ensure that the new APPENDIX is reflected and that the page numbers will correct themselves. 5

6 REFERENCES Formatting Hanging Indents (Single-spaced entries, extra single-space between entries) O Neil, J.M., & Egan, J. (1992). Men s and women s gender role journeys: Metaphor for healing, transition, and transformation. In B.R. Wainrib (Ed.), Gender issues across the life cycle (pp ). New York: Springer. Nicol, A.A.M., & Pexman, P.M. (1999). Presenting your findings: A practical guide for creating tables. Washington, DC: American Psychological Association. Go to the REFERENCES page. Click and highlight all of your references. Right click on the highlighted area: it will bring up a menu. Select Paragraph 6

7 Another menu box will appear: You should not need to change tabs at any point; the main concern is Indentation and Spacing. In the Indentation section, find Special:. Click on the arrow next to (none) under Special: and select Hanging from that list. 7

8 The preview box below should reflect the hanging indent. Then, click on the arrow under Line Spacing: and select Single from that list. Make sure the choice Don t add space between paragraphs of the same style is checked. Last, go under Spacing and in the After: section, select 12 pt. Hit OK. All references should change to reflect this and look like the example above. Formatting Hanging Indents (Double-spaced entries, no extra space between entries) O Neil, J.M., & Egan, J. (1992). Men s and women s gender role journeys: Metaphor for healing, transition, and transformation. In B.R. Wainrib (Ed.), Gender issues across the life cycle (pp ). New York: Springer. Nicol, A.A.M., & Pexman, P.M. (1999). Presenting your findings: A practical guide for creating tables. Washington, DC: American Psychological Association. Go to the REFERENCES page. Click and highlight all of your references. Right click on the highlighted area: it will bring up a menu. Select Paragraph 8

9 A menu will appear: You should not need to change tabs at any point; the main concern is Indentation and Spacing. In the Indentation section, find Special: it will have a drop-down menu beneath it. Click on the arrow next to (none) under Special: and select Hanging from that list. 9

10 The preview box below should reflect the hanging indent. Make sure that under Spacing: the Before and After sections are set to 0pt, and the Spacing is Double. Make sure the choice Don t add space between paragraphs of the same style is checked. Hit OK. All references should reflect the changes made and look like the second example above. You are now ready for Step 6: Conversion to PDF Questions? Please contact the Editor at editor@ucf.edu OR Submit your Microsoft Word file to the Format Help page of the Thesis and Dissertation Services site. 10